Introducing Microsoft Office
Microsoft Office 2010 is a comprehensive system of programs, servers, services, and
solutions, including a dozen desktop productivity programs that you can install on
your computer, and four new online program versions. To meet the varying needs
of individuals and organizations, Microsoft offers five different Office 2010 software
suites, each consisting of a different subset of programs. The following table identifies
the programs available in each of the software suites.
Office Home Office Home Office
and Student and Business Standard
Office Standard and Office Professional Plus are available only to volume licensing
subscribers. The Office Web Apps, which are available with Office Standard and Office
Professional Plus, and available to the general public through Windows Live, are online
versions of Word, Excel, PowerPoint, and OneNote. You can store documents online and
work with them from within any Web browser window by using the Office Web Apps.
xvi Introducing Microsoft Office Professional 2010
This book provides instructional material for the following programs, which together
form the Office Professional 2010 software suite:
● Microsoft Word 2010 A word-processing program with which you can quickly
and efficiently author and format documents.
● Microsoft Excel 2010 A spreadsheet program with which you can analyze,
communicate, and manage information.
● Microsoft PowerPoint 2010 A program with which you can develop and present
dynamic, professional-looking slide presentations.
● Microsoft OneNote 2010 A digital notebook program with which you can collect,
organize, and quickly locate many types of electronic information.
● Microsoft Outlook 2010 A personal information management program with which
you can manage e-mail, contacts, meetings, tasks, and other communications.
● Microsoft Access 2010 A database program with which you can collect information
and output information for reuse in a variety of formats.
● Microsoft Publisher 2010 A desktop publishing program with which you can lay
out newsletters, cards, calendars, and other publications.
The information in this book applies to these programs in all the software suites. If you
have a software suite other than Office Professional, or if you installed one or more of
these programs independently of a software suite, this is the right book for you.
Desktop computing proficiency is increasingly important in today’s business world. When
screening, hiring, and training employees, more employers are relying on the objectivity
and consistency of technology certification to ensure the competence of their workforce.
As an employee or job seeker, you can use technology certification to prove that you
already have the skills you need to succeed. A Microsoft Office Specialist (MOS) is an
indi idual who has demonstrated worldwide skill standards through a certification exam
in one or more of the Office 2010 programs, including Microsoft Access, Excel, Outlook,
PowerPoint, or Word. To learn more about the MOS program, visit the Microsoft Office
Specialist Certification page at go.microsoft.com/fwlink/?LinkId=193884.
Introducing Microsoft Office Professional 2010 xvii
For More Information
The chapters of this book that cover Microsoft Word 2010, Excel 2010, PowerPoint 2010,
Outlook 2010, and Access 2010 are excerpted from the full-length Step by Step books
written about those programs. This book provides an overview of each program and
information to get you started. To learn more, refer to the following books.
Microsoft Word 2010 Step by Step
By Joyce Cox and Joan Lambert (Microsoft Press, 2010)
1 Explore Word 2010
2 Edit and Proofread Text
3 Change the Look of Text
4 Organize Information in Columns and Tables
5 Add Simple Graphic Elements
6 Preview, Print, and Distribute Documents
7 Insert and Modify Diagrams
8 Insert and Modify Charts
9 Use Other Visual Elements
10 Organize and Arrange Content
11 Create Documents for Use Outside of Word
12 Explore More Text Techniques
13 Use Reference Tools for Longer Documents
14 Work with Mail Merge
15 Collaborate on Documents
16 Work in Word More Efficiently
xviii Introducing Microsoft Office Professional 2010
Microsoft Excel 2010 Step by Step
By Curtis Frye (Microsoft Press, 2010)
1 Setting Up a Workbook
2 Working with Data and Excel Tables
3 Performing Calculations on Data
4 Changing Workbook Appearance
5 Focusing on Specific Data by Using Filters
6 Reordering and Summarizing Data
7 Combining Data from Multiple Sources
8 Analyzing Alternative Data Sets
9 Creating Dynamic Worksheets by Using PivotTables
10 Creating Charts and Graphics
12 Automating Repetitive Tasks by Using Macros
13 Working with Other Microsoft Office Programs
14 Collaborating with Colleagues
Microsoft PowerPoint 2010 Step by Step
By Joyce Cox and Joan Lambert (Microsoft Press, 2010)
1 Explore PowerPoint 2010
2 Work with Slides
3 Work with Slide Text
4 Format Slides
5 Add Simple Visual Enhancements
Introducing Microsoft Office Professional 2010 xix
6 Review and Deliver Presentations
7 Add Tables
8 Fine-Tune Visual Elements
9 Add Other Enhancements
10 Add Animation
11 Add Sound and Movies
12 Share and Review Presentations
13 Create Custom Presentation Elements
14 Prepare for Delivery
15 Customize PowerPoint
Microsoft Outlook 2010 Step by Step
By Joan Lambert and Joyce Cox (Microsoft Press, 2010)
1 Get Started with Outlook 2010
2 Explore the Outlook Windows
3 Send and Receive E-Mail Messages
4 Store and Access Contact Information
5 Manage Scheduling
6 Track Tasks
7 Organize Your Inbox
8 Manage Your Calendar
9 Work with Your Contact List
10 Enhance Message Content
11 Manage E-Mail Settings
12 Work Remotely
13 Customize Outlook
xx Introducing Microsoft Office Professional 2010
Microsoft Access 2010 Step by Step
By Joyce Cox and Joan Lambert (Microsoft Press, 2010)
1 Explore an Access 2010 Database
2 Create Databases and Simple Tables
3 Create Simple Forms
4 Display Data
5 Create Simple Reports
6 Maintain Data Integrity
7 Create Custom Forms
8 Create Queries
9 Create Custom Reports
10 Import and Export Data
11 Make Databases User Friendly
12 Protect Databases
13 Customize Access
Let’s Get Started!
Office 2010 includes new features, new functionality, and an easy-to-use interface
intended to streamline your computing experience and make it easier to learn new
programs. We’re excited to bring you this glimpse into the inner workings of selected
features in the core Office programs. We’ll start with the basics and work into the most
interesting and necessary features of each program. If you are an experienced Office
user, you can skim Chapter 1, “Explore Office 2010,” skip Chapter 2, “Work with Files,”
and jump right into the program-specific chapters.
Modifying the Display of the Ribbon
The goal of the Microsoft Office 2010 working environment is to make working with Office
files—including Microsoft Word documents, Excel workbooks, PowerPoint presentations,
Outlook e-mail messages, and Access databases—as intuitive as possible. You work with
an Office file and its contents by giving commands to the program in which the document is open. All Office 2010 programs organize commands on a horizontal bar called
the ribbon, which appears across the top of each program window whether or not there
is an active document.
A typical program window ribbon.
Commands are organized on task-specific tabs of the ribbon, and in feature-specific
groups on each tab. Commands generally take the form of buttons and lists. Some appear
in galleries in which you can choose from among multiple options. Some groups have
related dialog boxes or task panes that contain additional commands.
Throughout this book, we discuss the commands and ribbon elements associated with
the program feature being discussed. In this section, we discuss the general appearance
of the ribbon, things that affect its appearance, and ways of locating commands that
aren’t visible on compact views of the ribbon.
See Also For detailed information about the ribbon, see “Working in the Program
Environment” in Chapter 1, “Explore Office 2010.”
Tip Some older commands no longer appear on the ribbon but are still available in the
program. You can make these commands available by adding them to the Quick Access
Toolbar. For more information, see “Customizing the Quick Access Toolbar” in Chapter 1,
“Explore Office 2010.”
xxii Modifying the Display of the Ribbon
Dynamic Ribbon Elements
The ribbon is dynamic, meaning that the appearance of commands on the ribbon
changes as the width of the ribbon changes. A command might be displayed on the
ribbon in the form of a large button, a small button, a small labeled button, or a list
entry. As the width of the ribbon decreases, the size, shape, and presence of buttons
on the ribbon adapt to the available space.
For example, when sufficient horizontal space is available, the buttons on the Review
tab of the Word program window are spread out and you’re able to see more of the
commands available in each group.
Small labeled button
The Review tab of the Word program window at 1024 pixels wide.
If you decrease the width of the ribbon, small button labels disappear and entire groups
of buttons are hidden under one button that represents the group. Click the group button
to display a list of the commands available in that group.
Small unlabeled buttons
The Review tab of the Word program window at 675 pixels wide.
Modifying the Display of the Ribbon xxiii
When the window becomes too narrow to display all the groups, a scroll arrow appears
at its right end. Click the scroll arrow to display hidden groups.
The Review tab of the Word program window at 340 pixels wide.
Changing the Width of the Ribbon
The width of the ribbon is dependent on the horizontal space available to it, which
depends on these three factors:
● The width of the program window Maximizing the program window provides
the most space for ribbon elements. You can resize the program window by
clicking the button in its upper-right corner or by dragging the border of a
On a computer running Windows 7, you can maximize the program window by
dragging its title bar to the top of the screen.
● Your screen resolution Screen resolution is the amount of information your screen
displays, expressed as pixels wide by pixels high. The greater the screen resolution, the
greater the amount of information that will fit on one screen. Your screen resolution
options are dependent on your monitor. At the time of writing, possible screen resolutions range from 800 × 600 to 2048 × 1152. In the case of the ribbon, the greater
the number of pixels wide (the first number), the greater the number of buttons that
can be shown on the ribbon, and the larger those buttons can be.
xxiv Modifying the Display of the Ribbon
On a computer running Windows 7, you can change your screen resolution from
the Screen Resolution window of Control Panel.
You set the resolution by dragging the pointer on the slider.
● The density of your screen display You might not be aware that you can change the
magnification of everything that appears on your screen by changing the screen magnification setting in Windows. Setting your screen magnification to 125% makes text
and user interface elements larger on screen. This increases the legibility of information, but it means that less information fits onto each screen.
On a computer running Windows 7, you can change the screen magnification from
the Display window of Control Panel.
See Also For more information about display settings, refer to Windows 7 Step by Step
(Microsoft Press, 2009), Windows Vista Step by Step (Microsoft Press, 2006), or Windows
XP Step by Step (Microsoft Press, 2002) by Joan Lambert Preppernau and Joyce Cox.
Modifying the Display of the Ribbon xxv
You can choose one of the standard display magnification options or create another by setting
a custom text size.
The screen magnification is directly related to the density of the text elements on
screen, which is expressed in dots per inch (dpi) or points per inch (ppi). (The terms
are interchangeable, and in fact are both used in the Windows dialog box in which
you change the setting.) The greater the dpi, the larger the text and user interface
elements appear on screen. By default, Windows displays text and screen elements
at 96 dpi. Choosing the Medium - 125% display setting changes the dpi of text and
screen elements to 120 dpi. You can choose a custom setting of up to 500 percent
magnification, or 480 dpi, in the Custom DPI Setting dialog box.
You can choose a magnification of up to 200 percent from the lists, or choose a greater
magnification by dragging the ruler from left to right.
xxvi Modifying the Display of the Ribbon
Adapting Exercise Steps
The screen images shown in the exercises in this book were captured at a screen resolution of 1024 × 768, at 100% magnification, and with the default text size (96 dpi).
If any of your settings are different, the ribbon on your screen might not look the same
as the one shown in the book. For example, you might see more or fewer buttons in
each of the groups, the buttons you see might be represented by larger or smaller
icons than those shown, or the group might be represented by a button that you
click to display the group’s commands.
When we instruct you to give a command from the ribbon in an exercise, we do it in
● On the Insert tab, in the Illustrations group, click the Chart button.
If the command is in a list, we give the instruction in this format:
● On the Page Layout tab, in the Page Setup group, click the Breaks button
and then, in the list, click Page.
The first time we instruct you to click a specific button in each exercise, we display
an image of the button in the page margin to the left of the exercise step.
If differences between your display settings and ours cause a button on your screen to
not appear as shown in the book, you can easily adapt the steps to locate the command.
First, click the specified tab. Then locate the specified group. If a group has been collapsed
into a group list or group button, click the list or button to display the group’s commands.
Finally, look for a button that features the same icon in a larger or smaller size than that
shown in the book. If necessary, point to buttons in the group to display their names in
If you prefer not to have to adapt the steps, set up your screen to match ours while you
read and work through the exercises in the book.
Features and Conventions
of This Book
This book has been designed to lead you step by step through tasks you’re likely to
want to perform in Microsoft Word 2010, Excel 2010, PowerPoint 2010, OneNote 2010,
Outlook 2010, Access 2010, and Publisher 2010. These programs are available as part of
the Microsoft Office Professional 2010 software suite.
See Also This book, Microsoft Office Professional 2010 Step by Step, includes a selection of
instructional content for each program in the Office Professional 2010 software suite. For
more complete coverage of the features of each of these programs, refer to the corresponding
program-specific Step by Step book.
Each chapter of this book includes self-contained topics that teach you about specific
program features. Most topics conclude with a step-by-step exercise in which you
practice using the program. The following features of this book will help you locate
● Detailed table of contents Scan the listing of the topics and sidebars within
● Chapter thumb tabs Easily locate the beginning of each chapter by looking
at the colored blocks on the odd-numbered pages.
● Topic-specific running heads Within a chapter, quickly locate a topic by looking
at the running heads at the top of odd-numbered pages.
● Glossary Look up the meaning of a word or the definition of a concept. The
glossary for this book is available as online companion content. For more information, see go.microsoft.com/fwlink/?LinkID=192155.
● Detailed index Look up specific tasks and features in the index, which has been
carefully crafted with the reader in mind.
xxviii Features and Conventions of This Book
You can save time when reading this book by understanding how the Step by Step series
shows exercise instructions, keys to press, buttons to click, and other information. These
conventions are listed in the following table.
This paragraph preceding a step-by-step exercise indicates the practice
files that you will use when working through the exercise. It also indicates
any requirements you should attend to or actions you should take before
beginning the exercise.
This paragraph following a step-by-step exercise provides instructions
for saving and closing open files or programs before moving on to
another topic. It also suggests ways to reverse any changes you made
to your computer while working through the exercise.
Blue numbered steps guide you through hands-on exercises in
Black numbered steps guide you through procedures in sidebars and
This paragraph directs you to more information about a topic in this
book or elsewhere.
This paragraph alerts you to a common problem and provides guidance
for fixing it.
This paragraph provides a helpful hint or shortcut that makes working
through a task easier.
This paragraph points out information that you need to know to
complete a procedure.
Keyboard Shortcut This paragraph provides information about an available keyboard
shortcut for the preceding task.
A plus sign (+) between two keys means that you must press those
keys at the same time. For example, “Press Ctrl+B” means that you
should hold down the Ctrl key while you press the B key.
Pictures of buttons appear in the margin the first time the button is
used in an exercise.
In exercises that begin with SET UP information, the names of program
elements, such as buttons, commands, windows, and dialog boxes,
as well as files, folders, or text that you interact with in the steps, are
shown in bold black type.
In exercises that begin with SET UP information, text that you should
type is shown in bold blue type.
Using the Practice Files
Before you can complete the exercises in this book, you need to copy the book’s practice
files to your computer. These practice files, and other information, can be downloaded
from the book’s detail page, located at:
Display the detail page in your Web browser and follow the instructions for downloading
Important The Office Professional 2010 software suite is not available from this Web page.
You should purchase and install that software suite before using this book.
The following table lists the practice files for this book.
Explore Office 2010
Work with Files
Edit and Proofread Text
Change the Look of Text
Organize Information in
Columns and Tables
xxx Using the Practice Files
Add Simple Graphic
Preview, Print, and
Set Up a Workbook
Work with Data
and Excel Tables
Focus on Specific Data
by Using Filters
Using the Practice Files xxxi
Work with Slides
Work with Slide Text
Add Simple Visual
Review and Deliver
Explore OneNote 2010
Create and Configure
xxxii Using the Practice Files
Create and Organize Notes
SBS Content Entry folder
Send and Receive E-Mail
SBS First Draft message (created in this chapter)
Store and Access Contact
Andrea Dunker, Andrew Davis, Idan Rubin, Nancy Anderson,
and Sara Davis contact records (created in this chapter)
SBS Lunch with Jane and SBS Staff Meeting appointments,
SBS Pay Day event (created in this chapter)
SBS First Draft and SBS Tradeshow Schedule messages
(created in Chapter 21)
SBS Dinner Reservations, SBS Order Brochures, and SBS Send
Dinner Invitations tasks (created in this chapter)
Explore an Access 2010
Create Databases and Simple
Create Simple Forms
Get Started with
Create Visual Interest
Create Colorful Cards and
Every effort has been made to ensure the accuracy of this book. If you do run into
problems, please contact the sources listed in the following sections.
Getting Help with This Book
If your question or issue concerns the content of this book or its practice files, please
first consult the book’s errata page, which can be accessed at:
This page provides information about known errors and corrections to the book. If
you do not find your answer on the errata page, send your question or comment to
Microsoft Press Technical Support at:
Getting Help with Office 2010
If your question is about one of the programs in the Microsoft Office Professional 2010
software suite, and not about the content of this book, your first recourse is the Help
system for the individual program. This system is a combination of tools and files stored
on your computer when you installed the software suite or program and, if your computer
is connected to the Internet, information available from the Microsoft Office Online Web
site. You can find Help information in the following ways:
● To find out about an item on the screen, you can display a ScreenTip. For example, to
display a ScreenTip for a button, point to the button without clicking it. The ScreenTip
gives the button’s name, the associated keyboard shortcut if there is one, and sometimes a description of what the button does when you click it.
● In the program window, you can click the Help button (a question mark in a blue
circle) at the right end of the ribbon to display the program-specific Help window.
● At the right end of the title bars of some dialog boxes is a Help button (also a
question mark) that you can click to display the program-specific Help window.
Sometimes, topics related to the functions of that dialog box are already identified
in the window.
xxxiv Getting Help
To practice getting help, you can work through the following exercise.
SET UP You don’t need any practice files to complete this exercise. Start Word, and
then follow the steps.
1. At the right end of the ribbon, click the Microsoft Word Help button.
The Word Help window opens.
You can change the size of the font in the window by clicking the Change Font Size button on
If you are connected to the Internet, clicking any of the buttons below the Microsoft
Office banner (Products, Support, Images, and Templates) takes you to a corresponding page of the Office Web site.
Getting Help xxxv
2. Below the bulleted list under Browse Word 2010 support, click see all.
The window changes to display a list of Help topics.
3. In the list of topics, click Activating Word.
Word Help displays a list of topics related to activating Microsoft Office programs.
You can click any topic to display the corresponding information.
4. On the toolbar, click the Show Table of Contents button.
The window expands to accommodate two panes. The Table Of Contents pane
appears on the left. Like the table of contents in a book, it is organized in sections.
If you’re connected to the Internet, Word displays sections, topics, and training
available from the Office Online Web site as well as those stored on your computer.
Clicking any section (represented by a book icon) displays that section’s topics (represented by
xxxvi Getting Help
5. In the Table of Contents pane, click a few sections and topics. Then click the Back
6. At the right end of the Table of Contents title bar, click the Close button.
7. At the top of the Word Help window, click the Type words to search for box,
and Forward buttons to move among the topics you have already viewed.
type saving, and then press the Enter key.
The Word Help window displays topics related to the word you typed.
Next and Back buttons appear, making it easier to search for the topic you want.
Getting Help xxxvii
8. In the results list, click the Recover earlier versions of a file in Office 2010 topic.
The selected topic appears in the Word Help window.
9. Below the title at the top of the topic, click Show All.
Word displays any information that has been collapsed under a heading and
changes the Show All button to Hide All. You can jump to related information
by clicking hyperlinks identified by blue text.
Tip You can click the Print button on the toolbar to print a topic. Only the displayed
information is printed.
CLEAN UP Click the Close button at the right end of the Word Help window.
If your question is about an Office 2010 program or another Microsoft software product
and you cannot find the answer in the product’s Help system, please search the appropriate product solution center or the Microsoft Knowledge Base at:
In the United States, Microsoft software product support issues not covered by the
Microsoft Knowledge Base are addressed by Microsoft Product Support Services.
Location-specific software support options are available from:
Chapter at a Glance
Work in the program
environment, page 4
settings, page 17
ribbon, page 26
Quick Access Toolbar, page 31
1 Explore Office 2010
In this chapter, you will learn how to
✔ Work in the program environment.
✔ Change program settings.
✔ Customize the ribbon.
✔ Customize the Quick Access Toolbar.
Microsoft Office 2010 programs have a common user interface—the way the program
looks and the way you interact with it—which means that skills and techniques you learn
in one program are also useful in the others.
Certain information that you provide in one Office 2010 program is made available to
other Office 2010 programs so that you don’t have to provide it individually in each program. Other settings are specific to the program you’re working in. The basic Office 2010
user interface includes a standard method of giving commands by using tools gathered
on a dynamic toolbar, called the ribbon. Commands are represented by buttons, by lists
or galleries from which you choose settings, or by fields in task panes and dialog boxes
in which you specify settings. You can customize some of the content that is available
from the ribbon by hiding sets of commands (tabs) or by creating custom tabs. You can
also collect frequently used buttons, lists, and galleries on a separate toolbar, the Quick
Access Toolbar, so that they are available to you from anywhere in the program.
Each program has standard settings based on the way that most people work with the
program. However, you can customize the settings to meet your specific needs and to
fit the way that you work.
In this chapter, you’ll first familiarize yourself with the standard Office 2010 program
working environment. Then you’ll customize the working environment, ribbon, and
Quick Access Toolbar in Microsoft Word 2010, using techniques that are common to
working in any Office 2010 program.
Practice Files You don’t need any practice files to complete the exercises in this chapter.
For more information about practice file requirements, see “Using the Practice Files” at
the beginning of this book.
4 Chapter 1 Explore Office 2010
Working in the Program Environment
The most common way to start any Office 2010 program is from the Start menu, displayed when you click the Start button at the left end of the Windows Taskbar. On the
Start menu, click All Programs, click the Microsoft Office folder, and then click the program you want to start.
When you start Microsoft Word, Excel, or PowerPoint without opening a specific file, the
program window appears, displaying a new blank document, workbook, or presentation.
When you start Microsoft OneNote without opening a specific notebook, the program
window displays the notebook you opened most recently.
Quick Access Toolbar
The Word 2010 program window.
See Also Windows 7 introduced many efficient new window-management techniques. For
information about ways to work with a program window on a Windows 7 computer, refer to
Windows 7 Step by Step by Joan Lambert Preppernau and Joyce Cox (Microsoft Press, 2009).
Working in the Program Environment 5
A typical Office 2010 program window contains the following elements:
● The title bar displays the name of the active document. At the left end of the title
bar is the program icon, which you click to display commands to move, size, and
close the program window. Three buttons at the right end of the title bar serve the
same functions in all Windows programs: You can temporarily hide the program
window by clicking the Minimize button, adjust the size of the window by clicking
the Restore Down/Maximize button, and close the active document or exit the program by clicking the Close button.
The default buttons on the Quick Access Toolbar in the Excel program window.
● By default, the Quick Access Toolbar appears to the right of the program icon at
the left end of the title bar. Each program has a default set of Quick Access Toolbar
buttons; most commonly, the default Quick Access Toolbar displays the Save, Undo,
and Redo buttons. You can change the location of the Quick Access Toolbar and
customize it to include any command to which you want to have easy access.
The default buttons on the Quick Access Toolbar in the Excel program window.
● Below the title bar is the ribbon. All the commands for working with file content
are available from this central location so that you can work efficiently with the
Dialog box launcher
The ribbon in the PowerPoint program window.
See Also The appearance of buttons and groups on the ribbon changes depending
on the width of the program window. For information about changing the appearance
of the ribbon to match our images, see “Modifying the Display of the Ribbon” at the
beginning of this book.
6 Chapter 1 Explore Office 2010
● Across the top of the ribbon is a set of tabs. Clicking a tab displays an associated
set of commands.
Tip You might find it efficient to add all the commands you use frequently to the
Quick Access Toolbar and display it below the ribbon, directly above the workspace.
For information, see “Customizing the Quick Access Toolbar” later in this chapter.
● Commands related to managing the program and files (rather than file content) are
gathered together in the Backstage view, which you display by clicking the colored
File tab located at the left end of the ribbon. Commands available in the Backstage
view are organized on named pages, which you display by clicking the page tabs
located in the left pane.
Clicking the File tab displays the Backstage view, where you can manage files and customize
● Commands related to working with file content are represented as buttons on the
remaining tabs. The Home tab is active by default.
Working in the Program Environment 7
Tip Don’t be alarmed if your ribbon has tabs not shown in our screens. You might have
installed programs that add their own tabs to the ribbon.
● On each tab, buttons are organized into named groups. Depending on your screen
resolution and the size of the program window, the commands in a group might be
displayed as labeled buttons, as unlabeled icons, or as one or more large buttons
that you click to display the commands within the group. You might want to experiment with the screen resolution and width of the program window to understand
their effect on the appearance of tab content.
● If a button label isn’t visible, you can display the command, a description of its
function, and its keyboard shortcut (if it has one) in a ScreenTip by pointing to
ScreenTips can include the command name, description, and keyboard shortcut.
Tip You can control the display of ScreenTips and of feature descriptions in ScreenTips.
Simply display the Backstage view, click Options to open the program’s Options dialog
box, and click the ScreenTip setting you want in the User Interface Options area of the
General page. For more information, see “Changing Program Settings” later in this
● Related but less common commands might be available in a dialog box or task
pane, which you display by clicking the dialog box launcher located in the lowerright corner of the group.
Tip You might find that less commonly used commands from earlier versions of a program
are not available from the ribbon. However, these commands are still available. You can
make missing commands accessible by adding them to the Quick Access Toolbar. For
more information, see “Customizing the Quick Access Toolbar” later in this chapter.
8 Chapter 1 Explore Office 2010
● Some buttons include an integrated or separate arrow. To determine whether a
button and arrow are integrated, point to the button or arrow to display its border.
If a button and its arrow are integrated within one border, clicking the button will
display options for refining the action of the button. If the button and arrow have
separate borders, clicking the button will carry out the default action indicated by
the button’s current icon. You can change the default action of the button by clicking the arrow and then clicking the action you want.
The arrow of the Change Styles button is integrated, and the arrow of the Paste button is
● Above the right end of the ribbon is the Minimize The Ribbon button. Clicking this
button hides the commands but leaves the tab names visible. You can then click
any tab name to temporarily display its commands. Clicking anywhere other than
the ribbon hides the commands again. When the full ribbon is temporarily visible,
you can click the button at its right end, shaped like a pushpin, to make the display
permanent. When the full ribbon is hidden, you can click the Expand The Ribbon
button to redisplay it.
Keyboard Shortcut Press Ctrl+F1 to minimize or expand the ribbon.
● Clicking the Help button at the right end of the ribbon displays the program-specific
Help window in which you can use standard techniques to find information.
Keyboard Shortcut Press F1 to display the Help window for the active program.
See Also For information about the Help system, see “Getting Help” at the beginning
of this book.
● Across the bottom of the program window, the status bar displays information
about the current file and provides access to certain program functions. You can
control the contents of the status bar by right-clicking it to display the Customize
Status Bar menu, on which you can click any item to display or hide it.
Working in the Program Environment 9
You can specify which items you want to display on the status bar.
● At the right end of the status bar in the Word, Excel, and PowerPoint program win-
dows are the View Shortcuts toolbar, the Zoom button, and the Zoom slider. These
tools provide you with convenient methods for adjusting the display of file content.
View Shortcuts toolbar
You can change the file content view by clicking buttons on the View Shortcuts toolbar and
change the magnification by clicking the Zoom button or adjusting the Zoom slider.
See Also For information about changing the file content view, see “Viewing Files in
Different Ways” in Chapter 2, “Work with Files.”
10 Chapter 1 Explore Office 2010
The goal of all these features of the program environment is to make working in the program as intuitive as possible. Commands for tasks you perform often are readily available,
and even those you might use infrequently are easy to find.
For example, when a formatting option has several choices available, they are often displayed in a gallery of thumbnails. These thumbnails display visual representations of each
choice. If you point to a thumbnail in a gallery, the Live Preview feature shows you what
that choice will look like if you apply it to the selected content.
Live Preview shows the effect on the selected content of clicking the option you are pointing to.
In this exercise, you’ll start Word and explore the tabs and groups on the ribbon. Along
the way, you’ll work with galleries and the Live Preview feature.
SET UP You don’t need any practice files to complete this exercise; just follow the steps.
1. On the Start menu, click All Programs, click Microsoft Office, and then click
Microsoft Word 2010.
Tip If this is the first time you’ve started an Office 2010 program, Office prompts you to
enter your full name and initials. Office 2010 programs use this information when track
ing changes, responding to messages, and so on. Next, Office prompts you to select the
type of information you want to share over the Internet, and offers the option of signing
up for automatic program updates from the Microsoft Update service. None of these
options place you at risk, and all can be quite useful.
The Word program window opens in Print Layout view, displaying a blank document.
On the ribbon, the Home tab is active. Buttons related to working with document
content are organized on this tab in five groups: Clipboard, Font, Paragraph, Styles,
2. Point to each button on the Home tab.
Word displays information about the button in a ScreenTip.
Working in the Program Environment 11
The ScreenTip for the Format Painter button displays the button’s name, keyboard shortcut,
Tip A button representing a command that cannot be performed on the selected file
content is inactive (gray), but pointing to it still displays its ScreenTip.
3. Click the Insert tab, and then explore its buttons.
Buttons related to all the items you can insert into the document are organized on
this tab in seven groups: Pages, Tables, Illustrations, Links, Header & Footer, Text,
The Insert tab of the ribbon.
4. Click the Page Layout tab, and then explore its buttons.
Buttons related to the appearance of the document are organized on this tab in
five groups: Themes, Page Setup, Page Background, Paragraph, and Arrange.
The Page Layout tab of the ribbon.
12 Chapter 1 Explore Office 2010
5. In the Page Setup group, display the ScreenTip for the Margins button.
The ScreenTip tells you how you can adjust the margins.
6. In the lower-right corner of the Page Setup group, click the Page Setup dialog
The Page Setup dialog box opens.
In the Page Setup dialog box, you can specify several page layout options in one location.
Notice that you can preview the results of your changes before applying them.
7. Click Cancel to close the dialog box.
Working in the Program Environment 13
8. In the Themes group, click the Themes button.
The group expands to display a gallery of the available themes.
The theme controls the color scheme, fonts, and special effects applied to file content.
9. Press the Esc key to close the gallery without making a selection.
10. In the Page Background group, click the Page Color button, and then in the top
row of the Theme Colors palette, point to each box in turn.
The blank document page shows a live preview of what it will look like if you click
the color you are pointing to. You can see the effect of the selection without actually applying it.
14 Chapter 1 Explore Office 2010
11. Press Esc to close the palette without making a selection.
12. Click the References tab, and then explore its buttons.
Buttons related to items you can add to documents are organized on this tab in
six groups: Table Of Contents, Footnotes, Citations & Bibliography, Captions, Index,
and Table Of Authorities. You will usually add these items to longer documents,
such as reports.
The References tab of the ribbon.
13. Click the Mailings tab, and then explore its buttons.
Buttons related to creating mass mailings are organized on this tab in five groups:
Create, Start Mail Merge, Write & Insert Fields, Preview Results, and Finish.
The Mailings tab of the ribbon.
14. Click the Review tab, and then explore its buttons.
Buttons related to proofreading documents, working in other languages, adding
comments, tracking and resolving document changes, and protecting documents
are organized on this tab in seven groups: Proofing, Language, Comments, Tracking,
Changes, Compare, and Protect.
The Review tab of the ribbon.
15. Click the View tab, and then explore its buttons.
Buttons related to changing the view and other aspects of the display are organized
on this tab in five groups: Document Views, Show, Zoom, Window, and Macros.
Working in the Program Environment 15
The View tab of the ribbon.
16. On the ribbon, click the File tab, which is color-coded to match the logo color
of the Word program.
The Backstage view of Word 2010 is displayed. Commands related to managing
documents (such as creating, saving, and printing) are available in this view.
17. If the Info page is not already displayed in the Backstage view, click Info in the
On the Info page of the Backstage view, the middle pane provides options to control who can work on the document, to remove properties (associated information),
and to access versions of the document automatically saved by Word. The right pane
displays the associated properties, as well as dates of modification, creation, and
printing, and the names of people who created and edited the document.
The Info page displays and provides commands for changing the information attached to
See Also For information about working with properties, see “Preparing Documents for
Electronic Distribution” in Chapter 7, “Preview, Print, and Distribute Documents.”
16 Chapter 1 Explore Office 2010
18. In the left pane, click Recent.
The Recent page displays the names of the documents you recently worked on. By
default a maximum of 20 names is displayed. You can change this number on the
Advanced page of the Word Options dialog box.
See Also For information about the Options dialog box, see “Changing Program
Settings” later in this chapter.
19. In the left pane, click New.
The New page displays all the templates on which you can base a new document.
See Also For information about creating documents, see “Creating and Saving Files” in
Chapter 2, “Work with Files.”
20. In the left pane, click Print.
The Print page displays all print-related commands and provides a pane for previewing the current document as it will appear when printed.
See Also For information about printing, see Chapter 7, “Preview, Print, and Distribute
21. In the left pane, click Share.
The Share page displays all the commands related to making the current document
available to other people.
See Also For information about working with shared documents, refer to Microsoft
Word 2010 Step by Step by Joyce Cox and Joan Lambert (Microsoft Press, 2010).
22. In the left pane, click Help.
The Help page displays all the ways you can get help and support for Word.
The right pane of the Help page displays your Office edition, its version number, and your
product ID, which you will need if you contact Microsoft Product Support.
Changing Program Settings 17
23. On the Help page, under Tools for Working With Office, click Options.
The Word Options dialog box opens. In this dialog box are program settings that
control the way the program looks and performs.
You can also display this dialog box by clicking Options in the left pane of the Backstage view.
See Also For information about the Options dialog box, see the next section, “Changing
24. At the bottom of the Word Options dialog box, click Cancel.
You return to the blank document with the Home tab active on the ribbon.
CLEAN UP Leave the blank document open if you’re continuing directly to the next
Changing Program Settings
Earlier in this chapter, we mentioned that you can change settings in the Options dialog
box for each program to customize the program environment in various ways. After you
work with a program for a while, you might want to refine more settings to tailor the
program to the way you work. Knowing your way around the Options dialog box makes
the customizing process more efficient.
18 Chapter 1 Explore Office 2010
In this exercise, you’ll open the Word Options dialog box and explore several of the available pages.
SET UP You don’t need any practice files to complete this exercise. Open a blank
document if necessary, and then follow the steps.
1. On the Home tab, in the Font group, point to the Bold button.
Word displays a ScreenTip that includes the button name, its keyboard shortcut,
and a description of its purpose.
2. Display the Backstage view, and click Options.
The Word Options dialog box opens, displaying the General page.
The General page of the Word Options dialog box.
If you prefer not to see the Mini Toolbar when you select text, you can disable that
feature by clearing the Show Mini Toolbar On Selection check box. Similarly, you
can disable the live preview of styles and formatting by clearing the Enable Live
Preview check box.
3. Under User Interface options, display the Color scheme list, and click Black.
Changing Program Settings 19
4. Display the ScreenTip style list, and click Don’t show feature descriptions in
5. Under Personalize your copy of Microsoft Office, verify that the User Name
6. Click OK to close the Word Options dialog box.
and Initials are correct, or change them to the way you want them to appear.
The program window elements are now black and shades of gray.
7. In the Font group, point to the Bold button.
The ScreenTip now includes only the button name and its keyboard shortcut.
8. Open the Word Options dialog box, and in the left pane, click Display.
On this page, you can adjust how documents look on the screen and when printed.
The Display page of the Word Options dialog box.
20 Chapter 1 Explore Office 2010
9. In the left pane, click Proofing.
This page provides options for adjusting the AutoCorrect settings and for refining
the spelling-checking and grammar-checking processes.
See Also For information about AutoCorrect and checking spelling, see “Correcting
Spelling and Grammatical Errors” in Chapter 3, “Edit and Proofread Text.”
The Proofing page of the Word Options dialog box.
10. Display the Save page.
On this page, you can change the default document format; the location and save
frequency of the AutoRecover file (a backup file created by Word while you’re
working in the file); the default location to which Word saves files you create; and
the default location for files you check out from document management servers
(such as Microsoft SharePoint) and drafts of those files saved while you are working
Changing Program Settings 21
The Save page of the Word Options dialog box.
The Save page also has options for specifying whether you want the fonts used
within the current document to be embedded in the document, in the event
that someone who opens the document doesn’t have those fonts on his or her
11. Under Save documents, display the Save files in this format list.
Notice the many formats in which you can save files. One of these is the Word 97‑2003
Document format that creates .doc files compatible with earlier versions of Word.
If you upgraded to Word 2010 but your colleagues are still working in an earlier
version of the program, you might want to select this option so that they will be
able to view and work with any document you create.
Tip If you want to save just one document in a format that is compatible with earlier
versions of the program, you can click Word 97-2003 in the Save As Type list of the
Save As dialog box.
12. Click away from the list to close it, and then display the Language page.
If you create documents for international audiences, you can make additional
editing languages available on this page. You can also specify the display, Help,
and ScreenTip languages.
22 Chapter 1 Explore Office 2010
The Language page of the Word Options dialog box.
13. Display the Advanced page.
This page includes options related to editing document content; displaying documents on-screen; printing, saving, and sharing documents; and a variety of other
options. Although these options are labeled Advanced, they are the ones you’re
most likely to want to adjust to suit the way you work.
See Also For information about advanced Word 2010 options that aren’t discussed in
this book, refer to Microsoft Word 2010 Step by Step by Joyce Cox and Joan Lambert
(Microsoft Press, 2010).
Changing Program Settings 23
The Advanced page of the Word Options dialog box.
14. Take a few minutes to explore all the options on this page.
In the General area at the bottom of the page are two buttons:
❍ File Locations You click this button to change the default locations of
various types of files associated with Word and its documents.
❍ Web Options You click this button to adjust settings for converting a
document to a Web page.
24 Chapter 1 Explore Office 2010
15. Skipping over the Customize Ribbon and Quick Access Toolbar pages, which we
discuss in later topics in this chapter, click Add-Ins.
This page displays all the active and inactive add-ins and enables you to add and
remove them. (Add-ins are utility programs that provide additional functionality
to an Office program.)
The Add-Ins page of the Word Options dialog box.
16. Display the Trust Center page.
This page provides links to information about privacy and security. It also provides
access to the Trust Center settings that control the actions Word takes in response
to documents that are provided by certain people or companies, that are saved in
certain locations, or that contain potentially harmful elements such as ActiveX controls or macros.
Changing Program Settings 25
The Trust Center page of the Word Options dialog box.
17. Under Microsoft Office Word Trust Center, click Trust Center Settings, and
then in the left pane of the Trust Center dialog box, click Trusted Locations.
On this page, you can specify the locations from which Word will not block content.
The Trusted Locations page of the Trust Center dialog box.
CLEAN UP Close the Trust Center dialog box. Reverse any changes you don’t want
to keep before moving on. Then close the Word Options dialog box. Leave the blank
document open if you’re continuing directly to the next exercise.
26 Chapter 1 Explore Office 2010
Customizing the Ribbon
The ribbon was designed to make all the commonly used commands visible so that
people can more easily discover the full potential of an Office 2010 program. But
many people use an Office program to perform the same set of tasks all the time, and
for them, seeing buttons (or even entire groups of buttons) that they never use is just
another form of clutter.
See Also For information about minimizing and expanding the ribbon, see “Customizing the
Quick Access Toolbar” later in this chapter.
Would you prefer to see fewer commands than appear on the ribbon by default? Or
would you prefer to see more specialized groups of commands? Well, you can. From
the Customize Ribbon page of an Office 2010 program’s Options dialog box, you can
control the tabs that appear on the ribbon, and the groups that appear on the tabs.
The Customize Ribbon page of the Word Options dialog box.
Customizing the Ribbon 27
On this page, you can customize the ribbon in the following ways:
● If you rarely use a tab, you can turn it off.
● If you use the commands in only a few groups on each tab, you can remove the
groups you don’t use. (The group is not removed from the program, just from
● You can move a predefined group by removing it from one tab and then adding
it to another.
● You can duplicate a predefined group by adding it to another tab.
● You can create a custom group on any tab and then add commands to it. (You
cannot add commands to a predefined group.)
● You can create a custom tab on the ribbon. For example, you might want to do
this if you use only a few commands from each tab and you find it inefficient to
flip between them.
Don’t be afraid to experiment with the ribbon to come up with the configuration that
best suits the way you work. If at any point you find that your new ribbon is harder
to work with rather than easier, you can always reset everything back to the default
Tip If you upgraded from Office 2007 or an earlier version of Office, you might find that some
commands present in the earlier version are not available on the ribbon. A few old features
have been abandoned, but others that people used only rarely have simply not been exposed
in the user interface. If you want to use one of these hidden features, you can make it a part
of your program environment by adding it to the ribbon or to the Quick Access Toolbar. You
can find a list of all the commands that do not appear on the ribbon but are still available in a
program by displaying the Customize Ribbon page of the program’s Options dialog box and
then clicking Commands Not In The Ribbon in the Choose Commands From list.
In this exercise, you’ll customize the ribbon in the Word program window by using techniques that are common to all Office 2010 programs. You’ll turn off tabs, remove groups,
create a custom group, and add a command to the group. Then you’ll create a tab and
move groups of buttons to it. Finally, you’ll reset the ribbon to its default state.
SET UP You don’t need any practice files to complete this exercise. Open a blank
document if necessary, and then follow the steps.
1. Open the Word Options dialog box, and then click Customize Ribbon.
The Customize Ribbon page is displayed.
28 Chapter 1 Explore Office 2010
2. In the list on the right, clear the check boxes of the Insert, Page Layout,
References, Mailings, and Review tabs. Then click OK.
The ribbon now displays only the File, Home, and View tabs.
The only tab you can’t customize is the File tab, which is your link to the Backstage view.
3. Redisplay the Customize Ribbon page of the Word Options dialog box, and in
4. Above the left pane, click Choose commands from and then, in the list, click Main
5. In the right pane, click the Paragraph group, and then click Remove.
the right pane, select the Page Layout check box. Then click the plus sign to display the groups on this tab.
Tabs. In the Main Tabs list, click the plus sign adjacent to Page Layout to display
the groups that are predefined for this tab.
The group is removed from the Page Layout tab on the ribbon (the list on the
right) but is still available in the list on the left. You can add it back to the Page
Layout tab or add it to a different tab at any time.
6. In the right pane, click the plus sign adjacent to Home to display its groups, and
7. Below the right pane, click New Group. When the New Group (Custom) group
then click the word Home.
is added to the bottom of the Home group list, click Rename, type Final in the
Display name box, and click OK. Then click the Move Up button until the Final
group is at the top of the list.
Because of its location in the list, the new group will appear at the left end of the
Customizing the Ribbon 29
You have created a custom group on the Home tab.
8. In the Choose commands from list, click File Tab.
The available commands list changes to include only the commands that are available
in the Backstage view, which you display by clicking the File tab.
9. In the available commands list, click Inspect Document, and click Add. Then repeat
this step to add Mark as Final.
The two commands are added to the custom group.
You can add commands to a custom group but not to a predefined group.
30 Chapter 1 Explore Office 2010
10. In the right pane, remove the Font, Paragraph, and Styles groups from the Home
11. Click the word Home, and then below the list, click New Tab.
tab, and remove the Page Background group from the Page Layout tab.
A new tab is added to the right pane and is selected for display on the ribbon. It has
automatically been given one custom group.
12. Click Remove to remove the custom group.
13. Click New Tab (Custom), and then click Rename. In the Rename dialog box, type
14. Display Main Tabs in the list on the left, and then expand the Home and Page
15. With the Formatting tab selected in the right pane, add the Font, Paragraph, and
Formatting in the Display name box, and click OK.
Styles groups from Home in the left pane, and then add Page Background from
The right pane shows the new configuration of the Home, Formatting, and Page
You have moved groups from the Home and Page Layout tabs to a new Formatting tab.
Customizing the Quick Access Toolbar 31
16. In the Word Options dialog box, click OK.
The Home tab displays the new Final group.
The custom Home tab.
17. Click the Formatting tab.
The formatting commands are now collected on the Formatting tab.
The custom Formatting tab.
18. Display the Customize Ribbon page of the Word Options dialog box. In the lower-
19. Click OK to close the Word Options dialog box.
right corner, click Reset, and then click Reset all customizations. Then in the
message box asking you to confirm that you want to delete all ribbon and Quick
Access Toolbar customizations, click Yes.
The default ribbon configuration is restored.
CLEAN UP Close the open document.
Customizing the Quick Access Toolbar
If you regularly use a few buttons that are scattered on various tabs of the ribbon and
you don’t want to switch between tabs to access the buttons or crowd your ribbon with
a custom tab, you might want to add these frequently used buttons to the Quick Access
Toolbar. They are then always visible in the upper-left corner of the program window.
Clicking Quick Access Toolbar in the left pane of a program’s Options dialog box displays
the page where you specify which commands you want to appear on the toolbar.
32 Chapter 1 Explore Office 2010
The Quick Access Toolbar page of the Word Options dialog box.
On this page, you can customize the ribbon in the following ways:
● You can define a custom Quick Access Toolbar for the program, or you can define
a custom Quick Access Toolbar for a specific file.
● You can add any command from any group of any tab, including contextual tabs,
to the toolbar.
● You can display a separator between different types of buttons.
● You can move buttons around on the toolbar until they are in the order you want.
● You can reset everything back to the default Quick Access Toolbar configuration.
If you never use more than a few buttons, you can add those buttons to the Quick
Access Toolbar and then hide the ribbon by double-clicking the active tab or by clicking
the Minimize The Ribbon button. Only the Quick Access Toolbar and tab names remain
visible. You can temporarily redisplay the ribbon by clicking the tab you want to view.
Customizing the Quick Access Toolbar 33
You can permanently redisplay the ribbon by double-clicking any tab or by clicking the
Expand The Ribbon button.
As you add buttons to the Quick Access Toolbar, it expands to accommodate them. If
you add many buttons, it might become difficult to view the text in the title bar, or not
all the buttons on the Quick Access Toolbar might be visible, defeating the purpose of
adding them. To resolve this problem, you can move the Quick Access Toolbar below the
ribbon by clicking the Customize Quick Access Toolbar button and then clicking Show
Below The Ribbon.
In this exercise, you’ll add a couple buttons to the Quick Access Toolbar for all documents,
and then you’ll test the buttons.
SET UP You don’t need any practice files to complete this exercise. Open a blank
document, and then follow the steps.
1. Open the Word Options dialog box, and then click Quick Access Toolbar.
The Customize The Quick Access Toolbar page displays a list of available commands
on the left side, and a list of the currently displayed commands on the right side.
Tip If you want to create a Quick Access Toolbar that is specific to the active file, click
the arrow at the right end of the box below Customize Quick Access Toolbar, and then
click For <file name>. Then any command you select will be added to a toolbar specific
to that file instead of the toolbar for the program.
2. At the top of the available commands list on the left, double-click Separator.
3. Scroll down the available commands list, click the Quick Print command, and then
4. Repeat step 3 to add the Text Highlight Color command.
The Text Highlight Color command is added to the list of commands that will appear
on the Quick Access Toolbar.
The arrow to the right of the command indicates that clicking this button on the Quick Access
Toolbar will display a menu of options.
34 Chapter 1 Explore Office 2010
5. Click OK to close the Word Options dialog box.
The Quick Access Toolbar now includes the default Save, Undo, and Repeat buttons
and the custom Quick Print and Text Highlight Color buttons, separated by a line.
You have added two buttons to the Quick Access Toolbar.
To print a document with the default settings, you no longer have to click the File
tab to display the Backstage view. Click Print in the left pane, and then click the
6. If you want to test printing from the Quick Access Toolbar, ensure that your printer
is turned on, and then on the Quick Access Toolbar, click the Quick Print button.
Now let’s see how easy it is to highlight or remove highlighting from text when you
are working primarily with the commands on a tab other than the Home tab.
7. Click the Review tab. Then select the first highlighted paragraph, Proof of notice
8. On the Quick Access Toolbar, click the Text Highlight Color arrow, and then click
The yellow highlight is removed from the selection. The No Color option becomes
the default for the Text Highlight Color button.
9. Select the next highlighted paragraph, and on the Quick Access Toolbar, click the
Text Highlight Color button.
The yellow highlight is removed from the selection.
10. Display the Quick Access Toolbar page of the Word Options dialog box, click
11. In the Reset Customizations message box, click Yes to return the Quick Access
Reset, and then click Reset only Quick Access Toolbar.
Toolbar to its default contents. Then click OK to close the Word Options dialog box.
CLEAN UP Close the open document.
Key Points 35
● The Office 2010 program environment is flexible and can be customized to meet
● Most of the settings that control the working environment are gathered on the
pages of the Options dialog box.
● You can customize the ribbon to make the development tools you need most often
● You can provide one-click access to any command by adding a button for it to the
Quick Access Toolbar, either for the program or for one file.
Chapter at a Glance
Create and save
files, page 38
and close files,
View files in
2 Work with Files
In this chapter, you will learn how to
✔ Create and save files.
✔ Open, move around in, and close files.
✔ View files in different ways.
When working in Microsoft Word, Excel, or PowerPoint, you save content in individual files.
In each program, you can save files as different types depending on each file’s purpose.
The standard files are Word documents, Excel workbooks, and PowerPoint presentations.
Regardless of the program or file type, you use similar techniques for creating, saving,
moving around in, and viewing files in each program.
When working in OneNote, content is saved in individual files representing pages that are
part of a notebook structure. OneNote creates the files for you and saves your changes
as you work, so you don’t need to. However, you use some of the same techniques for
moving around in and viewing files as you do in other Microsoft Office 2010 programs.
In this chapter, you’ll practice working with files in Word, using techniques that are common to working in files created in Word, Excel, or PowerPoint. First you’ll create and save
a document and then save an existing document in a different location. Then you’ll open
an existing document, move around in it, and close it. Finally, you’ll explore various ways
of viewing file content.
Practice Files Before you can complete the exercises in this chapter, you need to copy
the book’s practice files to your computer. The practice files you’ll use to complete the
exercises in this chapter are in the Chapter02 practice file folder. A complete list of
practice files is provided in “Using the Practice Files” at the beginning of this book.
38 Chapter 2 Work with Files
Creating and Saving Files
When you start Word, Excel, or PowerPoint without opening a specific file, the program
displays a blank document, workbook, or presentation in which you can start entering
content. A blinking cursor (in the form of a vertical line) in the text pane or worksheet
cell shows where the next character you type will appear.
When an Office 2010 program is running, you can create a new file from the New page
of the Backstage view, which you display by clicking the File tab on the ribbon.
From the New page, you can create a document based on a preformatted template.
Tip More documents may be added to those available from Microsoft Office Online, so the
templates available on your New page might be different from those shown here.
The documents listed on the New page are based on templates, which are sets of formats that have been saved in such a way that you can use them as a pattern for new
documents. For example, in Word 2010 the icons in the top section of the Available
Templates gallery are:
● Blank document Clicking this icon opens a document formatted with the standard
settings. The document contains no content.
Tip The standard Word document settings are based on a template named Normal,
which is installed on your computer as part of the Office installation. You can make
changes to the Normal template but it is not customary or advisable to do so.
Creating and Saving Files 39
● Blog post Clicking this icon opens a document containing the basic elements of a
blog post in a document window. The document window includes additional functionality enabling you to easily post directly to an existing blog site from within
● Recent templates Clicking this icon displays a page on which you can select from
the most recent templates you have used.
Tip Clicking the Back button or the Home button takes you back to the New page.
● Sample templates Clicking this icon displays a page on which you can select from
sample documents that come with Word.
● My templates Clicking this icon displays a dialog box in which you can select a
template you have created as the basis for a new document.
● New from existing Clicking this icon displays a dialog box in which you can select
an existing document as the basis for a new document.
The icons in the Office.com Templates section represent categories of common types of
files for the program you’re working in. Depending on how many templates are available
in a category, the icon might be a folder. Regardless, clicking one of these icons displays
more templates that are available for download from the Microsoft Office Online Web
site. You can also search for specific file types by entering the type you want in the Search
Office.com For Templates box and clicking the Start Searching button.
See Also For information about document templates, refer to Microsoft Word 2010 Step by
Step by Joyce Cox and Joan Lambert (Microsoft Press, 2010).
When you find a template you might want to use as the basis for your new file, clicking
its icon displays a preview of that file in the right pane. You can then click the Create button in the right pane to create the file.
Tip Double-clicking an icon creates that type of file without first displaying it in the preview
Each file you create from the New page of the Backstage view is temporary until you
save it. To save a document, workbook, or presentation for the first time, you click
the Save button on the Quick Access Toolbar or click Save in the Backstage view. Either
action displays the Save As dialog box, where you can assign a name and storage location to the file.
40 Chapter 2 Work with Files
By default, the Save As dialog box displays the contents of your Documents library.
Troubleshooting This graphic shows the Save As dialog box as it appears when Word is run
ning on Windows 7. If you are using a different version of the Windows operating system,
your dialog box will look different but the way you work in it will be similar.
If you want to save the file in a folder other than the one shown in the Address bar at
the top of the dialog box, you can click the arrow or chevrons in the Address bar or click
locations in the Navigation pane on the left to display the folder you want. If you want
to create a folder in which to store the file, you can click the New Folder button on the
If you want to save a file in a format other than the one shown in the Save As Type box,
click the Save As Type arrow and then, in the Save As Type list, click the file format you
Creating and Saving Files 41
After you save a file the first time, you can save subsequent changes by clicking the Save
button. The new version of the file then overwrites the previous version.
Keyboard Shortcut Press Ctrl+S to save the current document.
Tip Windows 7 automatically retains previous file versions. To view previous versions of a file
on a computer running Windows 7, right-click the file in Windows Explorer, and then click
Restore Previous Versions.
If you want to keep both the new version and the previous version, click Save As in the
Backstage view, and then save the new version with a different name in the same location or with the same name in a different location. (You can’t store two files of the same
type with the same name in the same folder.)
Tip By default, each program periodically saves the file you’re working on in case the program
stops responding or you lose electrical power. To adjust the frequency at which the program
saves the file, display the Backstage view, click Options, click the Save tab in the left pane
of the Options dialog box, and specify the period of time in the box to the right of the Save
AutoRecover Information Every check box. Then click OK.
In this exercise, you’ll work with files in Word by using techniques that are common to
all Office 2010 programs. You’ll create a blank document, enter text, and save the document in a folder that you create.
SET UP You don’t need any practice files to complete this exercise. Start Word, and
then follow the steps.
1. On the ribbon, click the File tab to display the Backstage view. Then in the left
2. On the New page, double-click Blank document.
pane of the Backstage view, click New.
Word creates a blank document temporarily called Document2 and displays it in its
own program window in Print Layout view. Document1 is still open, but its window
is hidden by the Document2 window.
Tip Word created Document1 when you started the program.
See Also For information about switching between open windows, see “Viewing Files in
Different Ways” later in this chapter.
3. With the cursor at the beginning of the new document, type Parks Appreciation
Day, and then press the Enter key.
The text appears in the new document.
42 Chapter 2 Work with Files
4. Type the following sentence (including the period):
Help beautify our city by participating in the annual cleanup of Log Park,
Swamp Creek Park, and Linkwood Park. This is a lot of fun! Volunteers
receive a free T-shirt and barbeque lunch. Bring your own gardening tools
Notice that you did not need to press Enter when the cursor reached the right
margin because the text automatically continued on the next line.
You press Enter at the end of each paragraph; the Word Wrap feature takes care of wrapping
Tip If a red or green wavy line appears under a word or phrase, Word is flagging a
possible error in spelling or grammar. For now, ignore any errors.
5. Press Enter, and then type the following sentence (including the period):
The Service Committee is coordinating groups to participate in this
event. If you are interested in spending time outdoors with your family
and friends while improving the quality of our parks, contact Paul Shen at
6. On the Quick Access Toolbar, click the Save button.
The Save As dialog box opens, displaying the contents of your Documents library.
In the File Name box, Word suggests the first words in the document as a possible
7. Navigate to your Chapter02 practice file folder.
Creating and Saving Files 43
8. On the dialog box’s toolbar, click the New folder button, type My New Documents
9. In the File name box, click anywhere in Parks Appreciation Day to select it, and
as the name of the new folder, and press Enter. Then double-click the My New
then replace this name by typing My Announcement.
Important Each type of file is identified by a specific file name extension. For exam
ple, the extension .docx identifies documents created in Word 2010 or Word 2007 that
don’t contain macros. Windows 7 does not display these extensions by default, and you
don’t need to type them in the Save As dialog box. When you save a file, Word automatic
ally adds whatever extension is associated with the type of file selected in the Save As
10. Click Save.
The Save As dialog box closes, Word saves the My Announcement document in the
My New Documents folder, and the name of the document, My Announcement,
appears on the program window’s title bar.
11. Display the Backstage view, and then click Save As.
The Save As dialog box opens, displaying the contents of the My New Documents
folder, because that is the last folder you worked with.
12. In the Address bar of the Save As dialog box, to the left of My New Documents,
The dialog box now displays the contents of the Chapter02 practice file folder,
which is the folder that contains the My New Documents folder.
See Also For information about working with the file properties that appear at the bot
tom of the Save As dialog box, see “Preparing Documents for Electronic Distribution”
in Chapter 7, “Preview, Print, and Distribute Documents.”
13. Click Save.
Word saves the My Announcement document in the Chapter02 practice file folder.
You now have two versions of the document saved with the same name but in different folders.
CLEAN UP At the right end of the title bar, click the Close button (the X) to close the
My Announcement document. Leave Document1 open for use in the next exercise.
44 Chapter 2 Work with Files
File Compatibility with Earlier Versions of Office Programs
The Office 2010 programs use file formats based on a programming language called
extended markup language, or more commonly, XML. These file formats, called the
Microsoft Office Open XML Formats, were introduced with Microsoft Office 2007.
The Office Open XML formats provide the following benefits:
● File size is smaller because files are compressed when saved, decreasing the
amount of disk space needed to store the file, and the amount of bandwidth
needed to send files in e-mail, over a network, or across the Internet.
● Recovering at least some of the content of damaged files is possible because
XML files can be opened in a text program such as Notepad.
● Security is greater because the standard file formats cannot contain macros,
and personal data can be detected and removed from the file. (Word 2010 and
Word 2007 provide a different file format—.docm—for documents that
Each Office 2010 program offers a selection of file formats intended to provide
specific benefits. The file formats and file name extensions for Word 2010 documents include the following:
● Word Document (.docx)
● Word Macro-Enabled Document (.docm)
● Word Template (.dotx)
● Word Macro-Enabled Template (.dotm)
● Word XML Document (.xml)
The file formats and file name extensions for Excel 2010 documents include the
● Excel Workbook (.xlsx)
● Excel Macro-Enabled Workbook (.xlsm)
● Excel Binary Workbook (.xlsb)
● Excel Template (.xltx)
● Excel Macro-Enabled Template (.xltm)
● Excel Add-In (.xlam)
Creating and Saving Files 45
The file formats and file name extensions for PowerPoint 2010 documents include
● PowerPoint Presentation (.pptx)
● PowerPoint Macro-Enabled Presentation (.pptm)
● PowerPoint Template (.potx)
● PowerPoint Macro-Enabled Template (.potm)
● PowerPoint Show (.ppsx)
● PowerPoint Macro-Enabled Show (.ppsm)
● PowerPoint Add-In (.ppam)
● PowerPoint XML Presentation (.xml)
● PowerPoint Picture Presentation (.pptx)
Other non–program specific file types, such as text files, Web pages, PDF files, and
XPS files, are available from the Save As dialog box of each program.
Tip OneNote notebooks are stored in folders. For information about the OneNote
file formats, see “Navigating in the OneNote Program Window” in Chapter 18,
“Explore OneNote 2010.”
You can open a file created with Office 2003, Office XP, Office 2000, or Office 97
in an Office 2010 program, but new features will not be available. The file name
appears in the title bar with [Compatibility Mode] to its right. You can work in
Compatibility mode, or you can convert the document to the current file format
by displaying the Info page of the Backstage view and clicking the Convert button
in the Compatibility Mode section. You can also click Save As in the Backstage view
to save a copy of the file in the current format.
If you work with people who are using Office 2003, Office XP, Office 2000, or
Office 97, you can save your documents in a format that they will be able to open
and use by choosing the corresponding 97-2003 file format in the Save As Type
list, or they can download the Microsoft Office Compatibility Pack for Word, Excel,
and PowerPoint File Formats from the Microsoft Download Center (located at
download.microsoft.com) so that they can open current Office files in their version
46 Chapter 2 Work with Files
Opening, Moving Around in, and Closing Files
If a program isn’t already running, you can start the program and simultaneously open
an existing file by double-clicking the file in Windows Explorer. While a program is running, you can open an existing document from the Backstage view. If you have recently
worked on the document you want to open, you can display the Recent page and simply
click the document you want in the list. If the document is not available on the Recent
page, clicking Open in the left pane displays the Open dialog box.
The Open dialog box, displaying the contents of a recently used folder.
By default, the Open dialog box displays your Documents library, with a combined view
of your My Documents folder and the Public Documents folder. If you display the dialog
box again in the same Word session, it displays the contents of the folder from which
you last opened a file. To display the contents of a different folder, you can use the standard Windows techniques described in “Creating and Saving Files” earlier in this chapter.
After you locate the document you want to work with, you can open it by clicking its file
name and then clicking Open in the lower-right corner of the dialog box, or by simply
double-clicking the file name.
Tip Clicking a file name and then clicking the Open arrow (not the button) displays a list of
alternative ways in which you can open the file. To look through the file without making any
inadvertent changes, you can open it as read-only, or you can open a separate copy of the file.
After a computer crash or similar incident, you can open the file and attempt to repair any
damage. You can also display the file in other versions and formats.
Opening, Moving Around in, and Closing Files 47
If you open a document that is too long to fit entirely on the screen, you can bring
off-screen content into view without changing the location of the cursor by using the
vertical scroll bar in the following ways:
● Click the scroll arrows to move up or down by one line.
● Click above or below the scroll box to move up or down by the height of one
● Drag the scroll box on the scroll bar to display the part of the document corre-
sponding to the location of the scroll box. For example, dragging the scroll box
to the middle of the scroll bar displays the middle of the document.
If the document is too wide to fit on the screen, Word displays a horizontal scroll bar
that you can use in similar ways to move from side to side.
You can also move around in a document by moving the cursor. To place the cursor in a
specific location, you simply click there. To move the cursor one page backward or forward, you click the Previous Page and Next Page buttons below the vertical scroll bar.
You can also press a keyboard key to move the cursor. For example, pressing the Home
key moves the cursor to the left end of a line.
Tip The location of the cursor is displayed on the status bar. You can also display its location
by page, section, line, and column, and in inches from the top of the page. SImply select the
option you want from the status bar shortcut menu.
The following table lists ways to use your keyboard to move the cursor.
Key or keyboard shortcut
Left one character
Right one character
Down one line
Up one line
Left one word
Right one word
To the beginning of the current line
To the end of the current line
To the beginning of the document
To the end of the document
To the beginning of the previous page
To the beginning of the next page
Up one screen
Down one screen
48 Chapter 2 Work with Files
In a long document, you might want to move quickly among elements of a certain type;
for example, from graphic to graphic. Clicking the Select Browse Object button at the
bottom of the vertical scroll bar displays a gallery of browsing options, such as Browse By
Page and Browse By Graphic. (These options are also available on the Go To tab of the
Find And Replace dialog box, which you display by clicking the Find arrow in the Editing
group of the Home tab and then clicking Go To.) You can also display the Navigation
task pane and move from heading to heading or page to page.
Keyboard Shortcut Press Ctrl+G to display the Go To tab of the Find And Replace dialog box.
See Also For information about using the Navigation task pane to search for specific content
in a document, see “Finding and Replacing Text” in Chapter 3, “Edit and Proofread Text.”
If more than one document is open, you can close the active document without exiting
Word by clicking the Close button at the right end of the title bar. If only one document is
open, clicking the Close button closes the document and also exits Word. If you want to
close that document but leave Word running, you must click Close in the Backstage view.
In this exercise, you’ll work with files in Word by using techniques that are common to all
Office 2010 programs. You’ll open an existing document, save a copy of the document,
and explore various ways of moving around in it. Then you’ll close the document.
SET UP You need the Rules_start document located in your Chapter02 practice file
folder to complete this exercise. Continue from the previous exercise or exit and
restart Word so that Document1 is the only open document. Then follow the steps.
1. Click the File tab to display the Backstage view, and then click Open.
The Open dialog box opens, showing the contents of the folder you used for your
previous open or save action.
2. Navigate to the location in which you saved the practice files for this book, and
3. Click the Rules_start document, and then click Open.
open the Chapter02 folder.
The Rules_start document opens in the Word program window.
Opening, Moving Around in, and Closing Files 49
An existing document displayed in Print Layout view.
Troubleshooting The appearance of buttons and groups on the ribbon changes
depending on the width of the program window. For information about changing
the appearance of the ribbon to match our screen images, see “Modifying the Display
of the Ribbon” at the beginning of this book.
4. Display the Backstage view, and in the left pane, click Save As. In the Save As
dialog box, change the file name to Rules, and then click Save.
Now you can experiment with the document without fear of overwriting the
5. In the second line of the document title, click at the end of the paragraph to
position the cursor.
6. Press the Home key to move the cursor to the beginning of the line.
7. Press the Right Arrow key six times to move the cursor to the beginning of the
word and in the heading.
50 Chapter 2 Work with Files
8. Press the End key to move the cursor to the end of the line.
9. Press Ctrl+End to move the cursor to the end of the document.
10. Press Ctrl+Home to move the cursor to the beginning of the document.
11. At the bottom of the vertical scroll bar, click the Next Page button.
12. Click above the scroll box to change the view of the document by the height of
13. Drag the scroll box to the top of the scroll bar.
The beginning of the document comes into view. Note that the location of the
cursor has not changed—just the view of the document.
14. Click to the left of the first row of the title to place the cursor at the top of the
document, and then near the bottom of the vertical scroll bar, click the Select
Browse Object button.
A gallery of browsing choices opens.
The Select Browse Object gallery.
15. Move the pointer over the buttons representing the objects among which you can
As you point to each button, the name of the browsing option appears at the top
of the gallery.
16. Click the Browse by Page button.
The cursor moves from the beginning of page 1 to the beginning of page 2.
17. Click the View tab, and then in the Show group, select the Navigation Pane
The Navigation task pane opens on the left side of the screen, displaying an outline
of the headings in the document. The heading of the section containing the cursor
Opening, Moving Around in, and Closing Files 51
From the Navigation task pane, you can move from heading to heading or from page to page.
18. In the Navigation task pane, click the Landscaping heading.
Word scrolls the document and moves the cursor to the selected heading.
19. In the Navigation task pane, click the Browse the pages in your document tab
(the one with the icon of four small pages). Then scroll through the thumbnails in
the task pane, and click page 5.
20. At the right end of the Navigation task pane title bar, click the Close button.
21. At the right end of the program window title bar, click the Close button.
The Rules document closes, and Document1 becomes the active document.
22. Display the Backstage view, and then click Close.
Document1 closes, leaving Word running.
Troubleshooting In step 22, if you click the Close button at the right end of the title bar
instead of clicking Close in the Backstage view, you’ll close the open Word document
and exit the Word program. To continue working, start Word again.
CLEAN UP If you’re continuing directly to the next exercise, leave Word running.
52 Chapter 2 Work with Files
Viewing Files in Different Ways
In each program, you can display the content of a file in a variety of views, each suited
to a specific purpose. You switch the view by clicking the buttons in the Document Views
group on the View tab, or those on the View Shortcuts toolbar in the lower-right corner
of the program window. The views in each program are specific to that program’s files.
Word 2010 includes the following views:
● Print Layout view This view displays a document on the screen the way it will look
when printed. You can see page layout elements such as margins, page breaks,
headers and footers, and watermarks.
● Full Screen Reading view This view displays as much of the content of the docu-
ment as will fit on the screen at a size that is appropriate for reading. In this view,
the ribbon is replaced by one toolbar at the top of the screen with buttons for saving and printing the document, accessing references and other tools, highlighting
text, and making comments. You can move from page to page and adjust the view by
selecting options from the View Options menu. You can edit the document only
if you turn on the Allow Typing option on this menu, and you can switch views
only by clicking the Close button to return to the previous view.
● Web Layout view This view displays the document the way it will look when
viewed in a Web browser. You can see backgrounds and other effects. You can
also see how text wraps to fit the window and how graphics are positioned.
● Outline view This view displays the structure of a document as nested levels of
headings and body text, and provides tools for viewing and changing its hierarchy.
● Draft view This view displays the content of a document with a simplified layout so
that you can type and edit quickly. You can’t see page layout elements.
See Also For information about Web Layout view and Outline view, refer to Microsoft
Word 2010 Step by Step by Joyce Cox and Joan Lambert (Microsoft Press, 2010).
Excel 2010 includes the following views:
● Normal view This view displays the worksheet with column and row headers.
● Page Layout view This view displays the worksheet on the screen the way it will
look when printed, including page layout elements.
● Page Break Preview view This view displays only the portion of the worksheet that
contains content, and any page breaks. You can drag page breaks in this view to
Viewing Files in Different Ways 53
PowerPoint 2010 includes the following views:
● Normal view This view displays individual slides with active content objects such
as text containers, and a separate pane into which you can enter notes.
● Slide Sorter view This view displays all the slides in a presentation. You can apply
formatting to individual slides and to groups of slides, but you can’t edit the slide
● Notes Page view This view displays each slide and its accompanying notes as they
will look when printed in the Notes Page print layout.
● Reading view This view displays individual slides as they will appear on the screen,
without active content objects. In this view, the ribbon is hidden. You can move
from page to page and adjust the view by selecting options from a menu on the
status bar. You can’t edit slide content in this view.
See Also For information about OneNote 2010 notebook views, see Chapter 18, “Explore
When you want to focus on the layout of a document, worksheet, or slide, you can
display rulers and gridlines to help you position and align elements. Simply select the
corresponding check boxes in the Show group on the View tab. You can also adjust the
magnification of the document by using the tools available in the Zoom group on the
View tab, or the Zoom button or Zoom slider at the right end of the status bar. Clicking
the Zoom button in either location displays a dialog box where you can select or type a
percentage; or you can drag the Zoom slider to the left or right or click the Zoom Out or
Zoom In button on either side of the slider to change the percentage incrementally.
You’re not limited to working with one file at a time. You can easily switch between open
files, and you can display more than one program window simultaneously. If you want to
work with different parts of a document, you can open the document in a second window and display both, or you can split a window into two panes and scroll through each
pane independently by using options in the Window group on the View tab.
Not represented on the View tab is a feature that can be invaluable when you are finetuning the layout of a document. Clicking the Show/Hide ¶ button in the Paragraph
group on the Home tab turns the display of nonprinting and hidden characters on and
off. Nonprinting characters, such as tabs and paragraph marks, control the layout of your
document, and hidden characters provide the structure for behind-the-scenes processes,
such as indexing. You can control the display of these characters for each window.
Tip You can hide any text by selecting it, clicking the Font dialog box launcher, selecting the
Hidden check box, and clicking OK. When the Show/Hide ¶ button is turned on, hidden text is
visible and is identified in the document by a dotted underline.
54 Chapter 2 Work with Files
In this exercise, you’ll work with files in Word by using techniques that are common to
all Office 2010 programs. First you’ll explore various ways that you can customize Print
Layout view to make the work of developing documents more efficient. You’ll turn white
space on and off, zoom in and out, display the rulers and Navigation task pane, and view
nonprinting characters and text. Then you’ll switch to other views, noticing the differences so that you have an idea of which one is most appropriate for which task. Finally,
you’ll switch between open documents and view documents in more than one window
at the same time.
SET UP You need the Procedures_start and Prices_start documents located in your